Administrator and Assistant Property Manager

Administrator and Assistant Property Manager

Oxford is looking for an assistant property manager and administrator in Pittsburgh’s South Hills.

Basic Function

  • Responsible for assisting the property manager in maintaining the properties in accordance with Oxford’s mission, vision, goals, and objectives.


  • Reports to the property manager
  • Maintains good working relationships with on-site maintenance staff
  • Maintains relationships with peers and all other departments within Oxford
  • Maintains relationships with tenants, building owners, vendors, and contractors

The responsibilities listed here are not all-inclusive, rather, they indicate the types of responsibilities normally performed by the property staff.

  • Administrative reception duties for the site
  • Assist accounting clerk with
    • annual budget preparation for all assigned properties
    • Completing commercial billing reports for assigned properties
    • Coding and inputting invoices into Yardi
    • Preparing monthly variance reports
    • Assisting in the preparation of the monthly management report
    • Preparing account receivables adjustments as required for utilities and other services billed back to the tenants
    • Preparation of the annual reconciliation of real estate taxes, insurance, CAM, and escalation
    • Assisting with financial statement preparation
  • Maintaining the property
    • Ensures observance of building rules and safety regulations
    • Assigns work orders in the Building Engines work order platform
    • Maintaining certificates of insurance for tenants and contractors
  • Administration
    • Performs lease administration to ensure all tenants comply with the provisions outlined in the lease documents
    • Assists in the preparation of the weekly operation report for the properties
    • Prepares incident reports as required for each property
  • Other
    • The property manager may also assign other tasks as the needs of the portfolio may change from time to time


  • Strong administrative skills
  • Exceptional communication skills and ability to interact with a wide range of people
  • Attentive to detail
  • Proficiency in Word and Excel
  • Excellent written and verbal skills
  • Excellent phone skills
  • Ability to manage confidential information
  • Must be able to work with minimal supervision
  • Excellent organizational skills

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of disability or protected veteran status. To apply, please send a cover letter and resume to